Vehicles Management User Manual

Welcome to the Vehicles App — a modern, web-based tool designed to help organizations efficiently manage their fleet of vehicles and associated fuel cards. Whether you're tracking availability, reviewing vehicle details, or managing fuel resources, this app provides a simple and intuitive interface for users of all experience levels.

1. Introduction

The Vehicles App is a user-friendly fleet management solution designed to help organizations efficiently track and manage their vehicles and associated fuel cards. Whether you’re overseeing a small group of service cars or a large-scale corporate fleet, the app provides a centralized platform to monitor vehicle status, view details, and streamline administrative tasks related to transportation assets.

This tool simplifies day-to-day fleet operations by offering clear views of all vehicle-related data, including assignments, fuel card balances, and usage information. With a clean interface, flexible access permissions, and mobile responsiveness, the app ensures that both administrators and everyday users can manage vehicle resources effectively and securely.

🔑 Key Features

Vehicle Directory
View and manage a complete list of fleet vehicles with key information such as model, type, current status, and assigned users.
Fuel Card Management
Access and monitor fuel cards linked to each vehicle, including card numbers, balances, and assignment history.
Responsive Views
Easily switch between the Vehicles List and Fuel Cards List for fast access to the data you need.
Role-Based Permissions
Ensure data security and operational control by assigning different access levels (Viewer, Editor, Administrator).
Mobile-Friendly Access
View fleet data and perform basic actions from any modern web browser on desktop or mobile devices.
Search and Filtering
Quickly find vehicles or fuel cards using keyword search or filter by attributes like status or vehicle type.

✅ Benefits

Improved Operational Oversight
Gain visibility into your entire fleet at a glance, including availability, assignments, and fuel consumption.
Streamlined Fleet Administration
Manage vehicles and fuel cards without complex spreadsheets or disconnected systems.
Better Resource Planning
Make informed decisions on vehicle use, maintenance schedules, and fuel spending.
Secure, Permission-Based Access
Protect sensitive data by ensuring that only authorized users can access or update information.

The Vehicles App is an essential tool for any organization looking to modernize and optimize its vehicle and fuel card management processes—supporting both operational efficiency and accountability.

2. Getting Started

Accessing the App

To begin using the Vehicles App: - Open a web browser. - Navigate to the URL provided by your organization. - Ensure you have a stable internet connection for uninterrupted access.

System Requirements

A supported web browser.
Active internet connection
User login credentials

Logging In

Enter your username and password on the login screen.
Click "Login" to access the dashboard.

🔒 Note:
If you do not have an account or forgot your credentials, please contact your system administrator.

3. Navigating the Dashboard

After logging in, you’ll arrive at the Dashboard, the central hub for all actions.

Dashboard Layout:

🔝 Navigation Bar:
Located at the top of the screen, it allows you to switch between the Vehicles List, Fuel Cards List, and other sections.
📋 Main Content Area:
Displays the currently selected section (e.g., Vehicles or Fuel Cards), along with available tools and action buttons.

4. Using the Vehicles Feature

👁 Viewing Vehicles

Click the "Vehicles" button in the navigation bar.
A full list of vehicles you are permitted to view will be displayed.
Each vehicle shows details such as:
Title
Owner
Fuel Type
Car Plate number
Vignette
Inspections
Labels
Responsible Persons
Documents uploaded
Status (Active, Archived)

👁 Viewing Fuel Cards

Click the "Fuel Cards" button in the navigation bar.
A full list of fuel cards you are permitted to view will be displayed.
Each fuel card shows details such as:
- Card Number
- Expiration Date
- Cost Center
- Car Plate Number
- Provider
- Status (Active, Inactive)
- Transactions (If automatic transactions readig is allowed from supported Fuel Cards Providers)

🔄 Switching Between Views

At the top of the main content area, you’ll find view-switching buttons: - Vehicles – Shows all vehicles in your fleet. - Fuel Cards – Displays all fuel cards assigned to your vehicles.

💡 Tip: Use these buttons to toggle quickly between the two sections.

5. Permissions and Access Control

Access to specific features is role-based. This means what you can view or edit depends on the permissions assigned to your user account.

Role	View Vehicles	Edit Vehicles	View Fuel Cards	Edit Fuel Cards
Viewer	✅	❌	✅	❌
Editor	✅	✅	✅	✅
Administrator	✅	✅	✅	✅

⚠️ If you cannot access a feature, you may not have the required permission level. Please contact your administrator for assistance.

5. Using Filters

Filters help refine your view and locate specific vehicle and fuel card based on attributes.

Available Vehicle Filters:

- Car Plate Number
- VIN
- Fuel Type
- Vehicle Type
- Owner
- Responsible Person
- Labels

Available Fuel Card Filters:

- Date From and Date To
- Provider
- Vehicle
- Cost Center

To use filters: 1. Open the filter bar at the top of the Vehicles and Fuel Cards List. 2. Select desired values. 3. Click "Confirm".

7. Icons and Buttons

The app uses intuitive icons and buttons to represent key features:

Icon/Button	Description
🚗 Vehicle Icon	Navigate to the Vehicles List
💳 Card Icon	Navigate to the Fuel Cards List
✏️ Edit Button	Modify a vehicle or card (if allowed)
➕ Add Button	Add a new vehicle or card
🔄 Refresh	Reload data in the current view

Hovering over icons will show tooltips to help you understand their function.

8. Troubleshooting and Support

🔍 Common Issues

Cannot Log In
Double-check your username and password.
Ensure your account is active.
Contact your administrator if you continue having trouble.
Feature Not Accessible
Likely due to insufficient permissions.
Request access through your admin or IT support.

9. Support and Resources

If you encounter issues or have questions:

Contact your HR Administration for guidance.
Online Resources: Check the Pulsawork Help Center for tutorials and FAQs.
Pulsawork Support: Reach out via the support portal.

This detailed manual helps you use Pulsawork’s Vehicles App efficiently, from simple searches to bulk actions and AI-powered data extraction. Happy driving and fuelling! 🚀

10. Frequently Asked Questions (FAQ)

How do I reset my password?

Click "Forgot Password" on the login page and follow the steps to receive a reset link.

an I access the app on my mobile device?

The app is limited in mobile views and works limited via mobile web browsers.

How do I update vehicle information?

Go to the Vehicles List, select a vehicle, and click "Edit". Make your changes and click "Save".

Can I generate custom documents for vehicle or fuel card?

Contact your system administrator and ask for this possibility. Our system is capable to generate any related document for vehicles or fuel cards based on your needs.

What if I accidentally delete a vehicle or fuel card?

Contact your system administrator immediately. Deleted data may be recoverable depending on system settings.

Can I assign a fuel card to a vehicle?

Yes, if you have edit permissions. Go to the Fuel Cards List, select a card, and assign it to a vehicle.

Can I see fuel card transactions?

Yes, if you have permissions and allowed reading transactions data from fuel cards from supported providers. Go to the Fuel Cards List, select a card transactions, and see if there are any transactions. Do not forget to check if you filled credentials for reading transactions data from supported fuel cards providers in settings section. In any questions contact your system administrator.

How does the page look like?

Vehicles Table Example

How does the page look like?

Fuel Cards Table Example